Part-Time Executive/Admin VA – Operations Assistant

Job Description:

  • Manage executive email communications, inbox organization, calendars, meetings, appointments, and daily priorities
  • Track action items, priorities, follow-up tasks, deadlines, and recurring administrative responsibilities
  • Prepare business documents, reports, correspondence, and operational documentation
  • Organize digital files, business records, administrative files, and cloud-stored information
  • Create and maintain operational trackers, reporting tools, workflows, and Standard Operating Procedures (SOPs)
  • Coordinate equipment maintenance requests, vendor scheduling, service calls, and resolution tracking
  • Communicate with vendors, suppliers, contractors, and internal team members
  • Respond to routine inquiries, follow up on outstanding requests, and coordinate scheduling
  • Support project coordination, operational initiatives, business documentation, and executive priorities
  • Identify opportunities to improve administrative efficiency and business processes
  • Support sales and marketing administration, financial administration, multi-location operations, and special projects as responsibilities expand
  • Maintain organized systems, improve workflows, reduce the executive's administrative burden, and support restaurant group growth

Requirements:

  • Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant
  • Excellent written and verbal English communication skills
  • Ability to translate some emails from French to English and reply in English
  • Skilled in Generative AI prompting
  • Strong organizational and time management abilities
  • High attention to detail and accuracy
  • Ability to manage multiple priorities simultaneously
  • Strong problem-solving and critical thinking skills
  • Ability to work independently with minimal supervision
  • Professional, reliable, and highly organized
  • Comfortable supporting a fast-paced and growing business
  • Required: Google Workspace
  • Required: Microsoft Office
  • Required: Google Calendar or Outlook Calendar
  • Required: Email management
  • Required: Spreadsheet management using Google Sheets or Excel
  • Required: File organization and cloud storage such as Google Drive
  • Strong advantage: Project management platforms such as ClickUp, Asana, Trello, or Monday.com
  • Strong advantage: SOP documentation
  • Strong advantage: CRM software
  • Strong advantage: Restaurant or hospitality management systems
  • Strong advantage: Canva
  • Strong advantage: DocuSign
  • Strong advantage: AI productivity tools such as ChatGPT
  • Nice-to-have: Hospitality or restaurant business experience
  • Nice-to-have: Vendor and contractor coordination experience
  • Nice-to-have: Project coordination or operations support experience
  • Nice-to-have: Process improvement and workflow documentation
  • Nice-to-have: Basic bookkeeping or financial administration knowledge
  • Nice-to-have: Experience supporting growing small businesses or multi-location operations
  • Schedule availability from 8:00am to 12:00pm Eastern Time, Monday-Friday

Benefits:

  • Part time to start, performance-based transition to full-time after 3 months
  • Remote work setup
  • Opportunity to grow into broader operational and project management responsibilities
  • Opportunity to take on increasingly strategic responsibilities as the restaurant group expands
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